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Customizing junk e-mail and secure senders in Outlook

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Junk email is the folder into which Outlook sends emails that are considered spam. You can customize Outlook's spam filter to block senders or domains or list them on the whitelist. You can also enable automatic filtering and automatically delete spam. So you see how.

Accessing Junk E-mail Options

You can access the junk e-mail options by clicking Start> Junk.

The first four options are only available if you have selected a message in a folder. or if you have a message and click Message> Junk.

All of these options are also available in the context menu when you right-click a message.

This menu covers the four main options as we go through the article. Right now, we're interested in "junk email options" at the bottom of the menu.

Click to open the Junk E-mail Options window.

Basic Settings on the Options Tab

The Junk E-mail window's Options tab lets you set the Outlook junk e-mail options for all incoming messages. Junk-marked emails are sent directly to the Junk E-mail folder. In addition, you can control how aggressively e-mail from Outlook is flagged as junk e-mail. By default, the junk e-mail filter is set to "No automatic filtering" so that only emails from senders you purposely add to your Blocked Senders list end up in the Junk E-mail folder.

You can switch to Low. To catch obvious junk emails, this setting should be sufficient for most people. If you want Outlook to be more aggressive, you can choose High. However, this may result in some legitimate emails being moved to the Junk E-mail folder. Therefore, you must check it regularly. If a legitimate e-mail is sent to the junk e-mail folder, you can train the filter so that it does not display that sender's e-mail as junk by selecting the message and clicking Start> Junk> Not Junk click.

A A confirmation box appears, informing you that the email is being moved to the Inbox, and you can add the sender to the Safe Senders lists.

Go back to your junk e-mail options, the last level you use You can choose "Secure lists only". This will mark each message as junk from a sender or domain that is not in your Safe Senders list. This is a very restrictive setting and you need to check your junk mail folder regularly. However, over a sufficiently long period of time, it is possible to train the junk filter well, especially if you have few e-mails from unknown senders.

There are two additional settings under the filter levels.

The first of these, "Permanently delete suspicious junk emails instead of switching to junk e-mail folders", is a setting that may be most useful when used as a filter Have set "No automatic filtering". This filter is in use. Only move emails from senders from your Blocked Senders list to Junk. Since they are blocked, it is probably okay for these emails to be permanently deleted. At any other level of filtering – especially "high" or "safe senders only" – there is a very good chance that Outlook will pick up a "false positive" and mark a legitimate email as junk. If your junk email is permanently deleted and is not moved to the Junk E-mail folder, you will lose legitimate e-mail and never know you were there. Therefore, we do not recommend that you enable this setting unless you know exactly what you are doing.

The second option, "Suspicious domain name warning in email addresses (recommended)", is the anti-phishing feature of Outlook This tool is only available (and is enabled by default) if you send the junk email Activate filter. This means switching from "No automatic filtering" to "Low", "High" or "Safe senders only". If this option is enabled, Outlook will filter potential phishing emails. Since this is a pretty important tool, let Microsoft explain what it will do.

We talked about phishing emails for years, showed you how to use software features to prevent phishing attempts, and reported on new initiatives to separate legitimate e-mail from phishing E -Mail. We're not sure why such a useful tool is not enabled by default and b) is widely publicized by Microsoft, but not.

If you use Outlook in your office, these may be your anti-phishing technology administrators, about whom you know nothing. However, if you use Outlook for a personal account, we recommend that you enable this option. If you set the junk filter to Low and enable "Suspicious domain name warning in e-mail addresses (recommended)", you will become more secure.

Managing Secure Senders

The next Secure Senders tab contains the list of people and domains that Outlook never treats as junk e-mail.

If you clicked Home> Junk> Not Junk for a message in the Junk E-mail folder and you accepted the add sender option The address is entered in the Safe Senders list , You can also mark a sender as "safe" by never clicking Start> Junk> Block Senders (or never blocking the sender's domain if all e-mail in that domain should bypass the junk filters).

If you want to make sure that a specific address or domain is added to the safe senders list, click the Add button.

This will open a window where you can enter the address or domain to add

This is fine for one or two addresses or domains, but quite time consuming if You need to add a large number. To make it a little faster, you can import a list of senders and domains, or export a list of your existing safe senders and domains.

Importing a List is Excellent You do not have a list in the right format, it's not very helpful. Fortunately, Outlook only expects a text file with a list of senders and domains separated by a return. This can be put together easily. You can either export this information from another e-mail program or write it yourself. This is much faster than clicking "Add", entering the details, clicking "OK" and then repeating this procedure for each sender. Since creating a safe sender list may take some time, you should export the list now and then if you need to reinstall or install Outlook on another computer. This saves you time and keeps your junk mail filter the way you want it when you switch to a new version of Outlook.

You can also use the import / export options for bulk changes or removals. Export the list, make your changes in your text editor (or remove entries) and import the new list. The import does not delete the existing entries before the new ones are imported. Changes are treated as new entries. For example, if you change an entry from ebay.co.uk to ebay.com, ebay.com will be added instead of replacing ebay.co.uk, you will need to clear the list before importing your modified list. Select the top entry, hold down the SHIFT key and select the last entry. This will select all entries in the list. Then click Remove to delete all the safe senders that are ready for your import.

The last two options on the page help you automatically add senders by making some reasonable assumptions.

Enabling "Trust Emails From My Contacts" also means that e-mails from an address in your Outlook Contacts are allowed to pass without being filtered into junk e-mail. This will make your contact list a second list of safe senders without having to manually add all the addresses to the safe senders list.

Adding people by email automatically to the list of safe senders means that you are someone Mail is considered a safe sender because it is normal to receive a reply to a mail you send , However, this is not always the case because you may want to reply to someone and tell them that you no longer want to submit it (for example, an unsubscribe email). This option should therefore be used with care.

Managing Secure Recipients

The next tab, Secure Recipients, is a bit confusing. You can not control how a recipient handles your emails, so this can not be the case. You will not be prevented from sending emails to an address in the list. So, what is it for? Safe recipients are actually mailing lists to which they belong. Typically, the "to" address for a mailing list is the name of the list (for example, mygroup@mailinglist.com). Adding this address to the list of secure recipients ensures that these emails are not treated as junk.

Otherwise, the options are the same as for safe senders. You can mark a mailing list as "secure" by clicking Start> Junk> Never Block This Group or Mailing List if you want to block emails from this list or group of junk filters.

Blocking Senders [19659004] Use the Blocked Senders tab to add individual addresses or entire domains that you consider junk mail. Everything added here will be moved directly to the Junk E-mail folder.

The options are the same as for safe senders, with the ability to add, edit, and remove entries, as well as export import and lists of addresses and domains. You can also add a sender or its domain to the Blocked Senders List if you have selected a message by going to Start> Junk> Block Sender

. Any e-mails that are placed in the junk e-mail folder by blocked senders, or because Outlook has determined that the e-mail is probably junk, will disable all links and set the contents of the e-mail to plain text , Outlook displays a message in every message you open from the Junk E-mail folder.

Note: When you add a sender to the Safe Senders and Blocked Senders list, the Safe Senders List has priority, and the sender's e-mails are placed in Arrive to your inbox.

Locking Top-Level Domains and Encoditions

The last tab, International, lets you block domains and emails at the country level in certain encodings. 19659011]

Click on "List of top-level blocked domains" to open the panel of the same name. This allows you to select the country domains to block.

For example, if you want to block emails from Andorra, check the box labeled "AD (Andorra)" and click "OK" then emails from a domain ending in ". ad "treat as junk.

This is useful if you receive a lot of junk mail from a particular country domain; z has the highest number of Internet service providers that allow spam. If you do not expect to receive a legitimate e-mail from this domain, you can add it to the junk domain list. Note that this will not stop all emails coming from the Cocos Islands, but only emails from a domain ending with .cc. So if you are tired of receiving spam from Russian spammers, blocking .ru will only be blocked if your domain ends with .ru. A Russian spammer operating from a .com domain is unaffected by the lock on the .ru domain.

If you want to block a specific geographic area, you can block whole encodings by clicking "Blocked Encodings List." Select the e-mail encodings to block.

Encoding is a big topic in itself, so we will not treat it here (Wikipedia contains a good article if you want to know more) Encoders, by and large, determine how a character is represented digitally becomes. Different encodings are different for characters, and your e-mail client (and browser) can translate (some) fonts, a process called transcoding. If you regularly receive junk mail in a specific encoding, you can block this encoding by selecting it in the blocked coding list and clicking OK. If you are not sure what codes are available or how you can identify the codes of your received emails you probably should not stop here as you might stop receiving legitimate emails.

These junk mail settings are a useful way to keep your inbox clean and in control. If you make an effort to block senders, if you receive emails that you consider junk, then over time you will have much less waste in your inbox and less stress in your life.

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